1 Collyer Lane, Basking Ridge, NJ 07920
Phone: 908-204-3001; Fax: 908-204-3015; Website:

Resolution #070543

Award of Contract for Telecommunications Audit to

Com-Logic Partners, LLC

WHEREAS, the Township of Bernards requires a telecommunications audit services; and

WHEREAS, pursuant to N.J.S.A. 19:44A 20-4, the Purchasing Agent advertised and solicited quotations from known companies engaged in this field of expertise as follows:

Vendor
All-Biz-Inc
ATX
Com-Logic Partners LLC
Data Network Solutions
Xtel Communications

and

WHEREAS,aproposal for such services was received pursuant to the Request for Proposal for a telecommunications audit as listed below;

Vendor
Com-Logic Partners LLC

and

WHEREAS, Com-Logicwill perform such services as outlined;

Com-Logic shall collect all data required such as service providers’ contracts, service types, billing account numbers and any other proprietary documents to adequately perform the billing transition and audit work. Com-Logic may obtain BERNARDSTOWNSHIP records and documentation directly from Telecom Service Provider(s) in order to provide this service.

Billing Compliance:

Com-Logic shall audit and analyze service providers invoice information provided by BERNARDSTOWNSHIP and respective provider(s) for the primary purpose of achieving cost savings and/or to prepare the services for migration to approved vendors. The minimum requirements of the review and identification, shall include, but not be limited to the following:

Identify Billing Errors and/or Discrepancies:

Com-Logic shall audit circuit invoices for the primary purpose of identifying errors and discrepancies, including, but not limited to overcharges, tariff contract discrepancies, and discrepancies between the invoice audit and physical audit. Com-Logic shall implement cross reference processes to compare actual invoices with BERNARDSTOWNSHIP service records, contracts, rates, tariff inventory from physical audits and any other elements that may result in significant cost savings.

Report on Recommended Recoverable Amounts:

Com-Logic shall provide a report of recommendations for recovery to BERNARDSTOWNSHIP for their review and approval prior to pursuing recovery from respective service provider(s).

Tax Audit Limitations:

For tax purposes, Com-Logic’s engagement shall be limited to errors or discrepancies proportionately and directly related to service charge reductions as a result of overcharges in services or incorrect service usage coding. Additional tax offerings are available upon request.

Site Inspection & Audit Validation:

Com-Logic shall perform a physical audit of BERNARDSTOWNSHIP voice and data circuits at site locations identified and approved by BERNARDSTOWNSHIP for the primary purpose of providing BERNARDSTOWNSHIP a complete and accurate inventory of end-to-end circuit information with validation against the completed invoice audit records. The minimum requirements of the physical audit, shall include, but not be limited to:

Physically inspect each site to identify all circuits (whether in service or out of service) and compare against invoice audit information, BERNARDS TOWNSHIP service records and/or any other information provided by BERNARDS TOWNSHIP or service provider(s).

Circuit Identification and Documentation:

Identify all circuits coming into the building(s) point of presence (“POP”) or point of termination (“POT”), trace to equipment termination point and provide the following information in the required circuit database format.

Identify all non-working circuits.

Identify all circuits in service, but not in use.

Verify cross-connect to BERNARDSTOWNSHIP equipment.

Provide punch-down block, jack and pin information for each circuit.

Identify rack, shelf, port, model and serial number of BERNARDSTOWNSHIPequipment

for all circuit terminations. (Optional)

Optimization Strategies:

As a result of the review, conversion and/or physical audits, Com-Logic will provide strategies that would result in current and future cost savings for BERNARDSTOWNSHIP. BERNARDSTOWNSHIP shall have the right to accept or reject any optimization recommendations provided by Com-Logic. The minimum requirements of the optimization recommendations, shall include, but not be limited to:

Improved service provider rates, disconnects of unused circuits preventing future billing, identifying billing discrepancies, and/or optimization of existing circuits.

Implementation of Approved Strategies:

As a result of any and all approved strategies, Com-Logic will use all reasonable efforts to work with BERNARDSTOWNSHIP to implement such strategies in an expeditious manner; whereas a technology or carrier change may take place. In such case(s) by which a simple billing change needs to occur, Com-Logic will spearhead that change on its own. All strategies will be validated through a follow up billing review.

Circuit Inventory Database:

Com-Logic shall develop a circuit inventory database that provides a complete and accurate inventory of all circuits, either originating or terminating, at a BERNARDSTOWNSHIP facility or other certified BERNARDSTOWNSHIP facility for which they are being billed (based on the contracts, BERNARDSTOWNSHIP service records and/or invoice and physical audits). Com-Logic will deliver the circuit database to BERNARDSTOWNSHIP in either Excel format, or other agreed upon format. An example of the Circuit Database format and information required is attached hereto as Exhibit D. BERNARDS TOWNSHIP reserves the right to include additional fields, but must be agreed to in writing by both parties. The minimum requirements of the circuit database, shall include, but not be limited to, the following:

Service Provider Name

Account Number

A Location (originating)

  • Location Name
  • Building Address
  • Floor/Office Suite Number
  • City
  • State
  • Postal Code
  • Country

Z Location (terminating)

  • Location Name
  • Address
  • City
  • State
  • Postal Code
  • Country

Demarcation point, including RJ and Pin position (Optional)

Circuit Type

Circuit ID, (Billing Circuit ID)

Carrier Circuit ID where applicable Date Installed

Circuit Cost

End Equipment (CPE) (Optional)

Billing Transition to Approved Service Provider:

Transition all validated and approved services to new service providers. To include:

Process all necessary name and billing address changes on behalf of the client

Consolidate all billing onto corporate plans (when available)

Move billing to the preferred media format of choice (i.e. electronic or paper)

WHEREAS, Com-Logic proposes a revenue service pricing structure as follows:

Pricing Scenerios / Estimated Fee
Contingency fee on all Refunds and/or Credits obtained / 35%
Contingency fee based surplus of service identified as no longer required and in turn disconnected. (Township failure to request termination of service) / 35%
Travel Expense (If required) billed as “pass through” to Client / N/A

WHEREAS, this contract has been awarded to Com-Logic Partners LLC., through a "fair and open process" pursuant to N.J.S.A. 19:44A-20.4, et seq."

NOW THEREFORE BE IT RESOLVED, by the Township Committee of the Township of Bernardsa contract be awarded to Com-Logic Partners, LLC, 66 East Main Street, Little Falls, NJ 07424 as follows:

  1. The contract will encompass services as outlined in the submitted proposal dated August 22, 2007, attached as Exhibit A.
  2. The contract term is from November 21, 2007 through March 31, 2008.
  3. Billings must be rendered by the contractor within 30 days of service delivery.
  4. Any modification to this contract shall be in writing and signed by both parties and upon obtaining said signatures shall immediately become part of the contract.
  5. Either party upon 10 days written notice via certified mail may terminate this contract.
  6. As required by law, the parties to this contract agree to incorporate into this contract the mandatory affirmative action language promulgated by the Treasurer pursuant to P.L. 1975, c.127, which is attached to this resolution as Exhibit A.
  7. This contract shall, for all purposes, be deemed a New Jersey Contract and any provisions of this contract shall be governed and interpreted with the Laws of the State of New Jersey.
  8. The contractor shall report directly toChristopher Kyriacou, Director of ITwho will be the chief contact for the Township of Bernards on this project.

I agree to the terms as stated in the Resolution and by signing this document I, Charles DiPietro, President, forCom-Logic Partners, LLC, am committed to follow all terms of this award.

______

Charles DiPietro, President

Date Voted and Agenda: November 21, 2007

Explanatory Statement:
The audit will take countless dedicated hours of contacting our phone providers and dissecting our billing statement history to see if BernardsTownship is deserved of a credit or refund
Date: November 7, 2007 Chris Kyriacou, Director of IT
PURCHASING CERTIFICATION
I herby certify that I have prepared this resolution and reviewed it for accuracy.
Date: November 8, 2007 /
Francis J. Decibus, QPA, RPPS, Purchasing Agent
CERTIFICATION
I hereby certify this is a true and exact copy of a resolution adopted by the Bernards Township Committee on 11/21/2007.

Denise Szabo, Municipal Clerk